Sharing Our Collections :

Looking to the FutureLooking to the Future

Sponsored by the LLAMA SASS /

RUSA STARS Cooperative Remote

Circulation Committee

Flexibility and Collaboration : Floating Collections in the Arapahoe Library District

Janet Schneider, Smoky Hill and Eloise May Libraries, Manager of Programming and

Customer Service

--Public Library consortia member

Sharing Our Collections :

Looking to the Future

Ebook Collection Sharing : The Orbis Cascade Demand Driven Acquisitions Project

Linda Di Biase, Orbis Cascade Alliance Demand Driven Acquisitions Program

--Academic Library consortia member

The Next Generation ILS : How Will It Support Collection Sharing in the Future?

Carmit Marcus, Ex Libris Director of Product Management and Partnerships

--ILS Vendor representative

Sponsored by the LLAMA SASS / RUSA STARS Cooperative

Remote Circulation Committee

Floating Collections at the Arapahoe

Library District

Janet Schneider

Why Floating

Collections?

• More effective use of collection dollars

• Savings due to reduced wear and tear on collection

• Decreased deliveries between libraries

• Decreased handling of individual items by library staff• Decreased handling of individual items by library staff

• Materials on shelf and ready to be circulated sooner

• Need to purchase fewer copies = able to purchase more titles

• Constantly changing on-shelf collections=more variety

• Ergonomic strain is reduced

• Patrons help define collections at their local library

So how did we get there?

Successful

Implementation

Successful Implementation = Internal & External Collaboration

At every level within the organizationAt every level within the organization

Getting There

Our Decision-Making Model

Responsibility rests with one individual in managementResponsibility rests with one individual in management

• To make the decision

• To communicate the decision

• To ensure that the decision is supported

Why?

• To avoid consensus decision-making

And Then…..

First Steps

Collaborating and Overcoming Obstacles Begins!

Collaborative Steps

1. Research completed to guide decision-making

2. Director of Library Services decides to implement

3. Collaboration begins with:

Executive Director

Deputy DirectorDeputy Director

Library Services Director

Administrative Services Director

Library Services Managers (5 people)

Administrative Services Managers (4 people)

To review the decision and provide input for changes

Collaborative Steps

Next Stop – Leadership Council

• Consisting of the previous management group• Consisting of the previous management group

• Plus supervisors and coordinators

Input gathered and decision finalized

And then…

Collaborative Steps

Next Stop – All Staff of Arapahoe Library District

• Decision is announced to all staff • Decision is announced to all staff

• Informational purposes

• Not for discussion – that comes as we begin

implementation

And then…the work of project collaboration

begins!

Collaboration and

Implementation

Step One: Convene Implementation Team• 5 people identified in critical areas of the organization

Step Two: Decide who to involve • Who are they and what role do they play in the

organization?

Collaboration and

Implementation

Who?Library Material Services (Tech Services) including:

• Collection librarians• Collection librarians

• Catalogers and processers

• Couriers

• Vendors

Digital Services (IT)

• Millennium Administrator

Collaboration and

Implementation

Who?

Library Staff:Library Staff:

• Librarians

• Patron Service Specialists

• Materials Handlers (Pages)

Have We Forgotten Anyone?

Collaboration and

Implementation

How Will We Reach Everyone?

Road Shows – to all libraries & to Support ServicesRoad Shows – to all libraries & to Support Services

• The implementation team visited all of the facilities

• We knew we didn’t have all the answers

• We shared what we knew from the research

• We listened to concerns and questions

Collaboration and

Implementation

Did We Learn Anything?

YES!YES!

We identified the concerns that staff had and as a result:

• We changed the paging priority on our paging lists

• We began a blog for anyone to post on

• We developed a list of FAQ’s and posted the answers

as soon as we had the answer

Collaboration &

Overcoming ObstaclesThe first step in overcoming obstacles is to acknowledge them -all part of the collaboration processWhat were the obstacles?• Required a basic paradigm shift in how we delivered service• Overcoming the long-held concept of discrete collections by

location and and moving to a District-wide collectionlocation and and moving to a District-wide collection• Perceived collection imbalances and redistribution process• Trust among staff at different libraries – “What will they do to

us?”• Shifting workloads and work responsibilities

Collaboration was the key to overcoming theobstacles!

Collaboration From

Beginning to End…

& Beyond

Are we done with collaboration and floating our

collection?collection?

No – we are now in the maintenance phase and

collaboration is more important than ever!

Between:

• Collection Librarians and Library Staff @ all levels

Ongoing Collaboration

• Collection Librarians and Library Staff @ all levels

• Library staff @ each facility – for collection

maintenance and redistribution

• Couriers and library staff

1. Launch of floating collections was a non-event

2. Library staff more aware of overall collection

3. Library staff more invested in collection

Positive Outcomes

through Collaboration

3. Library staff more invested in collection

4. Collection is viewed as a District-wide resource

5. Benefits of floating have been achieved

If you have more questions about the process of

collaboration in implementing floating collections or

about floating collections in general contact:

In Closing

about floating collections in general contact:

Janet Schneider

janet.mlis@gmail.com

720-339-1865

DemandDemand--Driven Acquisitions in a Driven Acquisitions in a

ConsortialConsortial EnvironmentEnvironmentConsortialConsortial EnvironmentEnvironment

The Orbis Cascade Alliance Experience

Linda Di Biase, Ebook Working Group Chair

OrbisOrbis Cascade AllianceCascade Alliance

37 academic libraries in Idaho, Oregon, and

Washington

– 6 community colleges

– 16 private 4-year colleges

– 14 public 4-year colleges (large & small)

– 1 Health Sciences institution

– Total FTE: 250,000+

– No central funding source

The Cooperative Vision and EThe Cooperative Vision and E--books?books?The Alliance had a vision of “many libraries, one

collection” BUT

• Individual libraries were purchasing single e-

book titles or collectionsbook titles or collections

• Purchased e-books were not available to all

Alliance libraries

The Vision and EThe Vision and E--books: books:

New DirectionsNew Directions

In 2010 ...

• E-book Investigation Team formed

• Team recommends EBL’s Demand Driven • Team recommends EBL’s Demand Driven

Acquisitions (DDA) model, in partnership with

YBP, our preferred book vendor

• Alliance Council charges Implementation Team

Implementation Team Implementation Team

ChargeCharge

• Leverage existing relationship with YBP to

create “an entirely new e-book consortial

purchasing model”

• Address access, collection development,

financial & technical issues

• Develop equitable funding model

• Evaluate to determine ongoing viability

Initial FundingInitial Funding

• $231,000

• All libraries participate

• Funds collected based on familiar model used • Funds collected based on familiar model used

for e-resource purchases

• Contributions range from $2.5K to $15K

DDA Pilot on Fast

Track!

• January 2011: First team meeting

• July 2011: Implementation date!

In between ...In between ...

• 15 publishers come on board

• Profile set up with YBP

• Workflows mapped for discovery options

• Training offered to public service & technical service librarians

Spending Plan

• Impacted by content pool, short-term loan

(STL) threshold, and negotiated multiplier

• Initial content pool: 1,700 titles (all subjects,

$250 cap)

• Initial STL threshold: 10

• Multiplier of 5

DDA Pilot DDA Pilot –– Course Course

ChangeChange

The problem: Spending at a far lower rate than predicted

• September: STL trigger to purchase lowered to 5to 5

• October: 10,000 records added to the pilot (2009-2010 imprints)

• November: Council extends pilot to July 2012 with a further $231K

ChallengesChallenges

• Range of experience with e-books & DDA

among libraries; marketing issue

• Differing perceptions of value

• Technical issues

• Constant need to monitor expenses

OpportunitiesOpportunities

• Decrease requesting activity for p-books with

its associated costs

• Libraries can avoid p-/e- duplication via YBP if

they choose

• Next generation ILS may help

• Demonstrate to publishers that we don’t want

e-journal “big deal” model for e-books

From Pilot to Program!From Pilot to Program!

• Jan.-Feb. 2012: Pilot evaluation

• Feb. 2012: Team recommends ongoing

program, proposes choice of annual budgets:

$550K (status quo) or $1 M (expansion)

• Change funding model to 30% even split/35%

FTE/35% materials budget

• Council agrees to program with FY13 budget

of $750K, increasing to $1M in FY14

Not Out of the Woods Not Out of the Woods

Yet ...Yet ...

• Projected to run out of $$ in May

• Raised STL purchase threshold back to 10

• Considered suppressing discovery of pre-2011 content, HOWEVER ...content, HOWEVER ...

– Discrepancies btwn EBL & OCLC pub dates

– Suppression easily achieved in 1 day in local catalogs, but longer using OCLC’s KB

– Bottom line: public service consequences unacceptable

ResolutionResolution

• Bridge loan from Alliance

• Temporarily stopped purchases• Temporarily stopped purchases

• Fiscal realities will inform future expansion of

DDA content -- will need to remove older

content prior to adding new publishers

Some Statistics (July 2011Some Statistics (July 2011--June June

2012)2012)

• 15,702 titles available to users

• ~ 100 new titles added per week

• 490 titles purchased • 490 titles purchased

• 10,469 titles were accessed 79,428 times (this

includes free browsing)

• 7,847 titles had 19,931 STLs

• $507,000 spent

Expenditures/Use

Breakdown

• July-December: $130,145

o 5,284 STLs = $71,826

o 138 auto-purchases=$58,319

• January-June: $376,855

o 14,747 STLs = $210,815

o 352 auto-purchases=$166,040

In ClosingIn Closing

• Thanks to Greg Doyle for some slides

• For more information, go to:

http://www.orbiscascade.org/index/orbis-

cascade-alliance-ebook-working-group

• Or contact:

– Greg Doyle, Alliance ER Coordinator

gdoyle@uoregon.edu

– Linda Di Biase, DDA Team Chair ldibiase@uw.edu

The Next Generation ILS : What Is

the Future of Collection Sharing?

Carmit Marcus - Director of Product

Management and Partnerships, Ex Libris

• Maximize cooperation, integration and sharing

between institutions in a network, while supporting each institution’s particular workflows and standards, and maintaining local

The challenge

workflows and standards, and maintaining local privacy and ownership of data

• Standardizing and streamlining the connection points to make them seamless and reliable, regardless of the participating library systems

• Group of institutions with

relationships/collaboration in a specific library

business area (e.g. collection development,

resource sharing, remote storage)

What is a collaborative

network?

resource sharing, remote storage)

• Each institutions can be part of many networks in

multiple business areas

• Collaboration can be done on:

• Data - Institutions can work together by

exposing and/or sharing their data and providing

services for this data

Two forms of

collaboration

services for this data

• Processes - Institutions can work together by

coordinated process and/or creating joint

processes to gain efficiencies

• Institutions will make use of a collaborative zone, where shared data will be managed

• Each institution manages its private (library) zone, using its internal standards and

The Alma approach

zone, using its internal standards and workflows

• Each institution controls what of its data it is willing to share with other network members

• Collection sharing is incorporated within the Alma Fulfillment framework

• Goals of Smart Fulfillment• Extend and simplify services for end users - systems

and standards become transparent

Resource Sharing

• Extend and simplify services for end users - systems and standards become transparent

• Improve traditional circulation, link resolution, and access management processes

• Reduce and eliminate ownership and format constraints

• Highlight immediately available resource

• Maximize integration with other systems

• Shape Collection Development

End user experience

End user experience

• Supporting Selection

• Gaining efficiencies in the acquisition

processes

Joint collection

development

• New acquisition method - PDA

• Today’s systems start with acquisitions

• Beginning the process at collection

development allows a broader look across

Selection

development allows a broader look across

shared collections

• Selection functions will support subject-

specific workflows within local and shared

collections

Createselection item

ACQ request

Selector Vendor OtherEvents

Selection

Enrichment

Evaluate for Acquisition

Defer Trial Approve Reject

Auto generateorder line

Approvedselection

Selection to Order

order line

Review

Edit &complete

Approve& send

Reject

• Selectors working in a network of

institutions may make purchasing decisions

for other institutions in the network

• Selected item can be acquired for any one

Collaborative selection

• Selected item can be acquired for any one

of the institutions in the network that

permits acquiring on behalf of it

• Selector decides to which institutions to

acquire the selected item

Selection

Selection

Selection

Selection

My Library

Network Libraries

Peer Libraries

Gaining efficiencies in acquisitions—shared data

Shared vendor file; shared license file; ability to

activate for other institutions

Acquisitions

Partner 1

Partner 2

Searching the network

Institution A

Catalog

Inventory

The Trial

Partner 3

Regional Catalog

60

Searching the network

61

Shared holdings

notification

Shared holdings

notification

Current workflow:

• Candidate ebook titles loaded into the catalog

• Usage creates automated purchase

PDA/DDA in Alma

Challenges in today’s systems

• Managing candidates

• Ongoing record loads

• Identifying candidates

• Deleting candidates but not purchased titles

• Tracking purchases/expenditures

Alma

Repository

Vendor• Vendor candidate e-books

records (with URLs) are loaded

into Alma repository

• Alma publishes candidates to

discovery

• Users discover and use e-

DDA in Alma

Discovery

• Users discover and use e-

books, triggering purchases

• Vendor delivers PO via EOD

& invoice via EDI

•Candidate e-books that are

not in use are removed from

repository and from discovery

DDA Configuration

Questions?

• Chelle Batchelor (Moderator/Program Chair)

mbatchelor@uwb.edu

• Linda Di Biase (Orbis-Cascade)

ldibiase@uw.eduldibiase@uw.edu

• Carmit Marcus (Ex Libris)

Carmit.Marcus@exlibrisgroup.com

• Janet Schneider (Smoky Hill and Eloise May Libraries)

janet.mlis@gmail.com

Sharing Our Collections :

Looking to the FutureLooking to the Future

http://connect.ala.org/node/180995/